Administrative Assistant

Do you have experience in administration, and has strong communication skills and attention to details? Do you want to be part of a team that is committed to developing hope, and nurturing the lives of our community members? The Mustard Seed is seeking an Administrative Assistant.

The Mustard Seed strives to provide competent leadership throughout the organization. The Administrative Assistant reports to the Sr. Director, Facilities and provides a high level of confidential administrative support for the office of the Chief Financial & Administrative Officer. This is a critical role that supports efficient leadership through effective communication and collaboration with multiple internal and external stakeholders, and all functional service and program areas for The Mustard Seed. The Administrative Assistant will be highly organized, proactive, adaptable, and able to prioritize tasks while working independently as well as motivate others and keep them on task in a positive and encouraging manner.

Employment Type: Full Time
Schedule: Monday to Friday, 8:00AM to 4:00PM
Reporting to: Senior Director of Facilities
City: Calgary
Number of Positions to Fill: 1
RFR #: 461

DUTIES AND RESPONSIBILITIES:

• Assist with departmental initiatives and provide administrative support.
• Anticipate and address potential challenges, ensuring smooth operations and effective problem resolution.
• Proactively support day-to-day administrative tasks, including booking systems, building access, service requests, office supplies, mail, and couriers.
• Coordinate maintenance and repairs for office facilities and equipment.
• Aid in the preparation and proofreading of various correspondence including estimates, proposals, and funding applications.
• Utilize strong organizational skills to maintain accurate records, databases, spreadsheets, and document filing systems ensuring easy retrieval and confidentiality.
• Collaborate with team members on special projects, providing administrative assistance.
• Track project timelines, deliverables, and milestones.
• Take the initiative in supporting financial tasks including budget tracking, investigation and explanation of variances, invoice processing, and processing of credit card transactions.
• Assist in tracking regulatory, contractual, registrations, and permitting obligations.
• Collaborate with multiple internal and external stakeholders.
• Schedule meetings, prepare agendas, take minutes, maintain action items and distribute correspondence as required.
• Assist in the submission and tracking of regulatory obligations.
• Exhibit flexibility in a fast-paced environment, multitasking efficiently while maintaining attention to detail.
• Other duties and tasks as assigned.

MINIMUM QUALIFICATIONS AND SKILLS

• Diploma in Administration or relevant experience.
• Minimum of two years of progressive experience in administration.
• Possess intermediate knowledge of finance (budget preparation, forecasting & analysis).
• Demonstrate superior oral and written communication skills with the ability to compose effective business correspondence in an efficient manner.
• Must have strong PC skills with a high level of proficiency with Microsoft Office and internet applications. Advanced knowledge of Excel.
• Detail-oriented, organized, have excellent time management and planning skills, and be dedicated to consistently producing quality work.
• Strong interpersonal skills and be able to interface effectively with all levels in the organization to ensure a superior level of support with a strong focus on client satisfaction.
• Highly professional team player with the ability to work independently.
• Ability to multi-task and be flexible in a fast-paced environment.
• Ability to work occasional long hours and some weekends in support of events, or projects.

WORKING CONDITIONS

• Office Setting, extended computer use, sitting, reaching, standing, minimal lifting, walking
• Mental effort: moderate, periods of high-volume workload
• Fast paced and demanding work environment

ADDITIONAL REQUIREMENTS

• An Employment Background Check is required for all positions at The Mustard Seed
• As The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed’s Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

COMPENSATION & BENEFITS

• The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and wellness days.

NOTE

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
• Please visit our careers page to see more job opportunities.